Setting B2B Sales Appointments: The Do’s and Don’ts


Your prospect is almost at the bottom of the sales funnel. Now, what’s next? 


Hurry up and schedule a sales appointment setting. If you’ve already tried to do so but failed, however, you will find the courage to fight back after reading this article.


Yes, scheduling a B2B sales appointment is the entire purpose of this post. In the past, the salesperson did most of the work. However, now that sales specialization has evolved, sales development representatives (SDRs) are the new appointment setters.


B2B sales appointment setting might be challenging but not impossible. It may take months of climbing the ladder to get to the correct person, so be patient. Here are some noteworthy do’s and don’ts when setting B2B sales appointments.


The Do’s Setting B2B Sales Appointments


  1. Check the SQL’s worth

First, define the standards for Sales Qualified Leads (SQLs) deserving of a sales appointment. Then, establish a procedure for reps so that appointments are always made with the right people.


  1. Choose the best timeframe

You should avoid some time slots of the day and week, even though there isn’t one timeframe that works for all.


The hours between 8 and 10 in the morning are the worst for scheduling meetings. The highest no-show rate occurs throughout these hours. On the other hand, from 3 to 5 p.m. is the ideal time to schedule appointments. 


Additionally, Mondays and Wednesdays had the lowest rates compared to Fridays, with the highest no-show rates. (source)


  1. Make a well-organized lead note

Before engaging with a sales representative, B2B decision-makers frequently have in-depth knowledge about the market and available products, occasionally even more so than your reps.


Therefore, be 100% sure that your reps gather the necessary data, information, and documents in advance, in short, a well-organized lead note. Indicate any technical inquiries so they can adequately prepare.


  1. Outline your expectations

Making sales appointment settings can help increase sales and develop your company. So, set clear expectations for the meeting with the prospect, including a detailed agenda alongside the invitation. 


Ensure your salesperson has a separate summary of the prospect (requirement, timescale, budget, etc.) before the meeting to fulfill the set expectations.


  1. Create a persuasive sales script

Every sales rep needs a sales script that works to convince a potential client. It will act as a guide, aiding in the memory of what to say and what to emphasize. Even while a script could result in lifeless talks, this is not the same as having your salespeople read a script. 


Instead, they can offer some improvisation based on the prospect and the flow of the call.


  1. Track the process

After establishing goals and expectations from a sales appointment setting, it’s time to keep a careful eye on the outcomes, subsequent actions, opportunity conversion, and pipeline value. 


Ask the sales staff for quantitative and anecdotal input frequently, and then modify the process as necessary. Use tools to streamline the process.


Related: 5 Tips To Book More Sales Meetings And Boost Revenue


The Don’ts Setting B2B Sales Appointments


  1. Avoid meeting with non-decision makers

It’s frequent. Most of the time, the people who answer the phone don’t have the authority to make purchases and aren’t concerned with the specifics of your offering.


  1. Stop acting like a salesperson

According to research, 97% of respondents stated it was vital for sales representatives to show a better understanding of their needs, with 66% saying it was imperative. (source)


So, always ensure that the reps don’t go overboard as salespersons. They should be assertive but not aggressive. It’s better to be a problem solver than just a seller.


  1. Never lose the human touch

Of course, reps need to be familiar with their scripts and lines. However, they must still speak in a conversational tone and act naturally to avoid coming across as lifeless robots. 


The human touch is necessary to set up a sales appointment without much hassle. The appointment setters should acquire all data that can personalize the outreach and give it a human, handcrafted feel.


  1. Don’t go for a reconfirmation

A meeting with a B2B decision-maker has been scheduled. But that will be in a week or two. So, as the day draws near, is it necessary to confirm the appointment again? No, it’s not needed.


Since asking for reconfirmation gives the prospect a chance to change their mind, send a reminder rather than asking if the meeting is still on.


  1. Don’t give up on a no-show signal

Setting up an appointment requires time. In a B2B environment, sellers frequently do not have the luxury of an endless pool of prospects. Therefore, staying persistent is the key to winning over obstacles. 


Although the prospect didn’t attend the scheduled meeting, it doesn’t mean there’s no hope. Maybe there’s a last-minute emergency for the no-show. But giving up is not an option here!


Overall, setting up B2B appointments might be challenging and may take months of climbing the ladder to get to the right person, so be patient. Salespersons should present themselves as the client’s consultant, leading to more sales appointments being set.


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